Development Specialist

Virginia Zoological Society • Norfolk, VA

6d

About The Position

The Development Specialist serves as the primary database and development operations expert for the Development Department. This position is responsible for ensuring the accuracy, integrity, and effective use of all donor and fundraising data while providing critical operational, administrative, and analytical support for the Zoo’s fundraising programs.
The Development Specialist ensures timely donor acknowledgment and gift processing and provides research, analysis, and data management support for all fund development programs, including annual fund, major gifts, planned gifts, capital campaigns, and special fundraising initiatives. This role leads donor stewardship execution, supports campaign administration, and works collaboratively with the Development team and the Executive Director, Finance team, staff, and volunteers to ensure efficient, compliant, and donor-centered fundraising operations.

Requirements

• Strong expertise in donor database management, data integrity, and reporting.
• Exceptional attention to detail and commitment to accuracy, confidentiality, and compliance.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Analytical skills with the ability to interpret data and produce meaningful reports.
• Clear written and verbal communication skills.
• Ability to work collaboratively with leadership, staff, volunteers, and cross-departmental teams.
• Bachelor’s degree in nonprofit management, business administration, communications, or a related field preferred, or an equivalent combination of education and relevant experience.
• Minimum of 2–4 years of experience in nonprofit development operations, fundraising administration, or database management.
• Demonstrated experience with CRM/donor database systems, gift processing, acknowledgments, and reporting.
• Experience supporting donor stewardship programs, fundraising campaigns, and special events.
• Familiarity with fundraising best practices, donor relations, and regulatory compliance requirements.
• Must have a valid driver’s license.

Nice To Haves

• Grant tracking or submission support experience a plus.

Responsibilities

• Serves as the primary administrator and subject-matter expert for all constituent management and fundraising database systems used by the Development Department.
• Oversees database structure, data entry standards, data retrieval, report customization, security protocols, and quality control to ensure database accuracy and integrity.
• Conducts routine and scheduled data cleaning, auditing, and reconciliation to maintain reliable donor and gift records.
• Develops, documents, and maintains standard operating procedures (SOPs) for all database and development operations processes.
• Produces database reports, dashboards, queries, and data analysis as requested by the Development Manager, Senior Director of Advancement, and Executive Director.
• Accurately processes gifts from receipt through acknowledgment, including tax receipts, pledge tracking, and reminder notices.
• Ensures timely donor acknowledgment in accordance with organizational standards and IRS requirements.
• Maintains strict confidentiality and compliance in all aspects of donor data and gift processing.
• Works in concert with the Finance team to ensure accurate gift reconciliation and accounting alignment.
• Leads execution of the donor stewardship program, including: Coordination of prompt thank-you calls with staff and board members Generation and distribution of acknowledgment letters Donor outreach and recognition efforts Monthly donor update emails Quarterly donor highlights and analysis of appeal and donor messaging performance
• Works collaboratively with the Development Manager to support donor engagement, retention, and stewardship strategies.
• Conducts donor and prospect research to support cultivation, solicitation, and stewardship efforts.
• Schedules donor meetings and visits for the Development Manager, Senior Director of Advancement, and Executive Director.
• Coordinates donor call lists and outreach efforts with staff and board members in partnership with the Development Manager.
• Provides administrative and operational support for fundraising campaigns, appeals, and special initiatives.
• Works closely with the Development team to coordinate and execute all administrative tasks related to fundraising campaigns, including direct mail, digital and online appeals, email campaigns, and peer-to-peer or crowd-sourced fundraising, ensuring accurate data setup, list management, tracking, reporting, and post-campaign reconciliation.
• Assists with the planning, coordination, execution, and follow-up of fundraising special events, including guest lists, registration tracking, donor acknowledgments, data entry, reporting, and post-event reconciliation.
• Supports grant submissions, including tracking deadlines, required documentation, reporting, and database updates.
• Assists with preparation of materials, reports, and data needed for fundraising planning, leadership review, and board reporting.
• Performs other duties as assigned to support the goals of the Advancement Department.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1,001-5,000 employees